Ohio Admin. Code 3358:5-5-07 - Leave policies

The purpose of this policy is to provide clarity and consistency for each type of leave. It ensures that both eligible employees and the college agree upon the parameters of time off, promoting transparency.Efficient operation of the college requires employees to attend work regularly and to be on time daily. When this is impossible, the employee should inform his/her immediate supervisor as soon as possible so that plans can be made to cover his/her duties. During prolonged absence, periodic contact should be made with the employee's immediate supervisor. The college recognizes justifiable causes for absence and follows a policy of granting reasonable requests for time off from work as follows:

(A) Personal leave

(1) Three days personal leave with full pay is granted each fiscal year. Personal day hours may be taken in no less than thirty-minute increments. The absence must be submitted to the immediate supervisor within five days prior to the leave but no later than three days after the leave (in those situations where prior approval is not possible). Up to one day of unused personal leave (up to eight hours) may be rolled over at the end of the fiscal year to the next fiscal year. Personal leave hours are not considered hours worked for the calculation of overtime. (One personal leave day is determined by an employee's FTE status). Personal leave balances are not paid out upon separation from the college.

(2) Personal leave must be taken in thirty-minute increments. Accurate and timely reporting of leave used is the responsibility of the employee and their immediate supervisor.

(3)(2) Personal leave for employees hired after the beginning of the fiscal year willshall be prorated as follows:

(a) Employees hired in July, August, or September shall receive three days.

(b) Employees hired in October, November, or December shall receive two days.

(c) Employees hired in January, February, or March shall receive one day.

(d) Employees hired in April, May, or June shall not receive a personal day for that fiscal year.

(3) This benefit applies to all full-time exempt staff, full-time non-exempt staff and full-time faculty.

(B) Bereavement leave

(1) Accumulated sick leave may be used for an employee's absence due to a death in the employee's immediate family, defined as: brother, sister, mother, father, wife, husband, son, daughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, stepchildren, stepparent, grandparent, step-grandparent, grandchildren and step-grandchildren.

(2) Immediate family is defined as brother, sister, mother, father, wife, husband, son, daughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, stepchildren, stepparent, grandparent, step-grandparent, grandchildren, and step-grandchildren.

(3)(2) Bereavement leave due to a death not in the employee's immediate family shall be taken as personal leave, or vacation leave, or unpaid leave.

(4)(3) Employees will shall document this leave to their immediate supervisor within five days prior to the leave but not later than three days after the leave (in those situations where prior approval is not possible).

(4) This benefit applies to all full-time exempt staff, full-time non-exempt staff and full-time faculty.

(C) Jury duty

(1) Requests for approval of this leave should be directed to the immediate supervisor within five days prior to the leave but no later than three days after the leave (in situations where prior approval is not possible).

(2) Payment for this leave will be regular pay less the amount received for jury or witness duty.

(3) This benefit applies to all full-time exempt staff, full-time non-exempt staff and full-time faculty.

(D) Military service leavetraining

(1) The college grants employees, except for temporary employees, who enlist or are inducted into military forces for the United States, including the Ohio national guard, a leave of absence and benefits to include regular pay, and entitled to all re-employment rights in accordance with the Revised Code and federal laws including the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).Members of the reserve branches of the armed forces' national or state guard or reserve units who are required to attend two weeks active duty training will be granted a military leave for such training.

(2) This applies when the service member is required to participate for military service, training duty or related obligations as members of an armed forces reserve organization or the national guard, or when they are called out on an emergency basis for such service per the Revised code.These military leaves of absence will be granted with pay based on the schedule used to compute the regular pay less any compensation received from the government for such training. This leave may be taken in addition to any vacation time earned (for those employees who are eligible for vacation leave).

(3) The USERRA prohibits discrimination and retaliation for the person's membership (voluntary or unvoluntary) in the uniformed services with regard to any aspect of employment and the college adopts and follows this principle.Requests for military leaves of absence should be directed to the immediate supervisor within five days prior to the leave but no later than three days after the leave. Employee is required to provide a copy of his/her military orders to human resources for military training/absence before the leave begins.

(E) Professional development leave

Time away from work for Professional leave professional development to attend meetings or conferences may, at the discretion of the immediate supervisor, be granted whenever attendance would directly contribute to the professional development of the employee, or as otherwise considered to be in the best interest of the institution.

(F) Rest periods (applies to non-exempt employees only)

(1) The college does not designate a formal rest period for its employees. Rest periods depend on the department/division involved and whether or not the work of the department is of such a nature that it can be interrupted at some time during the day for employees to have a rest period.

(2) When rest periods are allowed, they are limited to two fifteen-minute breaks per day -- one in the morning and one in the afternoon. Rest periods are not cumulative and may not be taken at the beginning or end of the day.

(G)(F) Unpaid leave of absence

(1) Up to thirty days of unpaid leave may only be requested in the event twelve weeks of approved Family Medical Leave Act (FMLA) leave has been exhausted, and additional time off is needed per the health care provider. Before the unpaid leave of absence is considered, the employee must have also exhausted all of their sick, personal, and vacation time.

(2) Requests for approval for an unpaid leave of absence shall be sent to the immediate supervisor, executive council memberofficer, and the human resources office no later than thirty days prior to the first day of the requested leave. Documentation from the health care provider is required. Employees whose positions are contracted and/or funded by outside sources are not eligible for unpaid leaves of absence. The college assumes no financial obligation for unpaid leaves of absence.

(3) For unpaid leaves that fall under FMLA, the employee shall be responsible for continuing to pay, on a bi-weekly basis, the employee share of insurance premiums under which they are covered as well as other debts owed to the college that would normally be satisfied through payroll deduction. For unpaid leaves as an extension of approved FMLA, the employee shall pay, on a bi-weekly basis, the full amount of insurance premiums under which they are covered as well as other debts owed to the college that would normally be satisfied through payroll deduction. While on an unpaid leave of absence, other than FMLA, neither sick leave nor vacation leave shall be accrued.

(4) In the event The the employee does not return to work, the college may choose to terminate employment and back-fillre-fill the employee's position.

(H)(G) Voting leave

Since employees can usually vote without inconvenience before or after their regular working hours, the college does not make provisions for time off taken to vote.

(I)(H) Sick leave

Please refer to the sick leave policyrule 3358:5-5-06 of the Administrative Code for the details of the sick leave policy.

(J)(I) Family and medical leave

Please refer to the Family and Medical Leave Act rule 3358:5-5-20 of the Administrative Code for the details of the family and medical leave policy.

(K)(J) Vacation leave

Please refer to the vacation leave procedures.rule 3358:5-5-09 of the Administrative Code for the details of the vacation leave policy.

Notes

Ohio Admin. Code 3358:5-5-07

Effective: 6/13/2025
Promulgated Under: 111.15
Statutory Authority: 3358.
Rule Amplifies: 3358.
Prior Effective Dates: 03/13/1978, 06/15/1982, 07/01/1994, 07/01/1998, 12/18/2000, 10/08/2001, 06/14/2002, 02/14/2003, 04/24/2006, 06/07/2006, 07/07/2008, 06/01/2011, 03/18/2015, 07/06/2015, 11/14/2022